🧩 The Problem
In recent updates to Dynamics 365 Finance and Operations (D365 F&O), users have noticed new apps and features appearing prominently on their dashboards—without any prior configuration or permissions. While some might find these additions useful, many business users find them confusing or unnecessary, especially when they have no context or training related to these new features.
From a security and governance perspective, this raises valid concerns:
– Apps appear without admin approval.
– Users report errors or confusion due to unfamiliar functionality.
– Security teams are unable to trace or control access through standard roles or duties.
– There’s no native setting to deny visibility for specific apps.
🎯 The Goal
Prevent non-admin users from seeing these apps on their dashboard while allowing only System Administrators to retain full access and visibility.
✅ The Solution
Here’s a step-by-step solution to control visibility of these new apps using custom security roles and privileges:
1. Create a New Security Role
– Go to System Administration > Security Configuration.
– Click “Create a new role” (e.g., Hide Apps).
– Save the role.
2. Create a New Privilege
– Navigate to the Privileges tab.
– Click New to create a privilege (e.g., Hide Apps from non admin users).
– Save it.
3. Add References with Deny Properties
– In the new privilege, click “All references”.
– In the Name field, search using “OpenApp” (contains).
– For each relevant reference found:
– Click “Properties”.
– Set Access Level = Deny.
4. Publish the New Objects
– After configuring the new privilege and linking it to the new role, publish all changes.
– This step activates the custom security settings in the environment.
5. Assign the New Role to Target Users
– Go to System Administration > Users.
– Assign the new role (Hide Apps) to all non-admin users.
– Ensure that System Administrators do not have this restrictive role (they already have full access).
⚠️ Note on System Administrator Role
If a user has the System Administrator role, they will always see all apps on the homepage—even if you assign this custom restrictive role. The System Admin role overrides deny permissions.
🧪 Before
Apps are visible to all users, regardless of their role.
🧪 After
Apps are visible only to System Admins. All other users do not see the apps.
🔚 Conclusion
Managing visibility in Dynamics 365 F&O is not just about aesthetics—it’s about clarity, security, and user experience. By hiding unnecessary apps from non-admin users, we reduce confusion, streamline navigation, and enforce better governance across the organization. While Microsoft continues to enhance the platform, it’s important for system admins to stay one step ahead by customizing the environment to suit business needs.
Have you encountered similar challenges with unwanted apps appearing in your environment? What strategies or workarounds have you found effective?
💬 I’d love to hear your thoughts and experiences in the comments below!
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